Administrator – Al Faya Project

Confidential Company; Sharjah; On-site; AED 134,000 - 201,000; Full time

Job summary

Confidential Company in the UAE seeks an experienced Operations Administrative Specialist to coordinate activities across the apiary, honey factory, laboratory and warehouse, supporting the Plant Manager and team.

You will manage procurement, budgeting, HR coordination, reporting and documentation, ensuring compliance, timely deliveries, and continuous improvement of processes.

Qualifications

• Bachelor's degree in Business Administration, Agribusiness, Agriculture, Supply Chain Management, or related field.
• 3–5 years of experience in administration, operations coordination, or project administration.
• Experience in agriculture, food production, manufacturing, or industrial operations preferred.
• Knowledge of procurement, budgeting, inventory management, and logistics.
• Strong organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office applications and ERP systems.

Responsibilities

• Coordinate daily administrative activities for the apiary, honey factory, laboratory, and warehouse.
• Support the Plant Manager and Apiary lead in implementing operational plans.
• Monitor completion of tasks and follow up with departments.
• Organize meetings, prepare agendas, record minutes, and track actions.
• Maintain project calendars and operational schedules.
• Prepare PRs and follow up POs with storekeeper and procurement.
• Coordinate invoice verification and monthly expenditure reports.
• Coordinate recruitment requests, onboarding, attendance, and payroll-related tasks.
• Prepare weekly and monthly operational reports and dashboards.
• Coordinate transportation for beehives, deliveries, and staff logistics.
• Maintain documentation for UAE Organic and ISO certifications.
• Support audits and ensure documents are ready for inspections.
• Coordinate contractor visits and maintenance schedules.
• Track project milestones and follow up on actions.
• Assist in preparing operational budgets and manpower plans.
• Coordinate communication with suppliers, contractors, and external service providers.
• Prepare management presentations and dashboards.

Skills

Organizational skills

Communication

Problem solving

Budgeting

Procurement

Inventory management

Logistics

Project administration

Education

Bachelor's Degree in Business Administration, Agribusiness, Agriculture, Supply Chain Management, or related field

Tools

Microsoft Office

ERP systems

Job description

1. Operational Administration

• Coordinate daily administrative activities for the apiary, honey factory, laboratory, and warehouse.

• Support the Plant Manager and Apiay lead and team in implementing operational plans and priorities.

• Monitor completion of operational tasks and follow up with relevant departments.

• Organize meetings, prepare agendas, record minutes, and track action items.

• Maintain project calendars and operational schedules.

  
  

2. Procurement & Inventory Coordination

• Prepare the list of Purchase Requisitions (PRs) for operational requirements to the storekeeper.

• Follow up Purchase Orders (POs) with storekeeper and Procurement.

• Coordinate delivery schedules with suppliers.

• Monitor stock availability with the Storekeeper.

• Ensure timely procurement of beekeeping equipment, laboratory consumables, packaging materials, PPE, and factory supplies.

• Assist in annual budget planning for operational requirements.

  
  

3. Financial Administration

• Prepare payment requests and supplier documentation.

• Process petty cash requests and expense claims.

• Track operational expenditures against approved budgets.

• Coordinate invoice verification and payment processing with Finance.

• Prepare monthly expenditure reports.

  
  

4. Human Resources Coordination

• Coordinate recruitment requests and onboarding activities.

• Monitor attendance, leave, overtime, and shift schedules.

• Coordinate staff accommodation, transportation, uniforms, and PPE.

• Arrange internal and external training programs.

• Maintain employee records related to the project.

5. Documentation & Reporting

• Prepare weekly and monthly operational reports.

• Consolidate production, honey harvesting, processing, laboratory, maintenance, and sales reports.

• Maintain document control for SOPs, work instructions, and operational records.

• Maintain filing systems for regulatory and certification documents.

• Prepare management presentations and dashboards.

  
  

6. Logistics Coordination

• Coordinate transportation of beehives during seasonal migration.

• Coordinate logistics for honey deliveries, packaging materials, laboratory samples, and equipment.

• Support dispatch planning with the Commercial and Logistics teams.

• Arrange transportation for employees when required.

  
  

7. Certification & Compliance Support

• Maintain documentation required for UAE Organic and EU Organic certifications.

• Support HACCP, GMP, ISO 22000, and food safety documentation.

• Coordinate documentation for regulatory inspections and external audits.

• Ensure records are complete, accurate, and readily available during audits.

  
  

8. Project & Administrative Support

• Support implementation of new projects and operational improvements.

• Coordinate contractor visits and maintenance schedules.

• Track project milestones and follow up on assigned actions.

• Assist in preparing operational budgets and annual manpower plans.

  
  

9. Communication & Stakeholder Coordination

• Serve as the primary administrative contact between the Al Faya Project and corporate departments.

• Coordinate communication with suppliers, contractors, and external service providers.

• Support preparation of official correspondence and reports.

• Ensure timely dissemination of operational information.

  
  

10. Continuous Improvement

• Identify opportunities to improve administrative processes.

• Recommend digital solutions to enhance operational efficiency.

• Support implementation of process improvements and automation initiatives.

• Promote effective document management and workflow efficiency

Desired Candidate Profile

Role Requirements

• Bachelor's Degree in Business Administration, Agribusiness, Agriculture, Supply Chain Management, or a related field.

• Minimum 3–5 years of experience in administration, operations coordination, or project administration.

• Experience in agriculture, food production, manufacturing, or industrial operations is preferred.

• Knowledge of procurement, budgeting, inventory management, and logistics.

• Strong organizational, communication, and problem-solving skills.

• Proficiency in Microsoft Office applications and ERP systems.